COMPREHENSIVE Excel Tutorial 8 Developing an Excel Application

COMPREHENSIVE

Excel Tutorial 8

Developing an Excel Application

XPXPObjectives• Create, edit, and delete defined names for cells

and ranges• Paste a list of defined names as documentation• Use defined names in formulas• Add defined names to existing formulas• Create validation rules for data entry• Protect the contents of worksheets and

workbooks

New Perspectives on Microsoft Office Excel 2007 2

XPXPObjectives• Add, edit, and delete comments• Learn about macro viruses and Excel security

features• Create a macro using the macro recorder• Edit a macro using the Visual Basic Editor• Assign a macro to a keyboard shortcut and a

button• Save a workbook in macro enabled format• Minimize the RibbonNew Perspectives on Microsoft Office Excel 2007 3

XPXPPlanning an Excel Application• An Excel application is a spreadsheet written or

tailored to meet the user’s specific needs


XPXPNaming Cells and Ranges• A defined name (often called simply a name) is a word or string of characters

associated with a single cell or a range• Select the cell or range to which you want to assign a name• Click in the Name box on the formula bar, type the name, and then press the

Enter key (or in the Defined Names group on the Formulas tab, click the Define Name button, type a name in the Name box, and then click the OK button)

Or• Select the range with labels and blank cells in the top row or first column to

which you want to assign a name• In the Defined Names group on the Formulas tab, click the Create From

Selection button• Specify whether to create the ranges based on the top row, bottom row, left

column, or right column in the list• Click the OK button


XPXPNaming Cells and Ranges


XPXPAdding Defined Names to Existing Formulas• In the Defined Names group on the Formulas tab, click

the Define Name button arrow, and then click Apply Names (if the cell reference and defined name definition are in the same worksheet)

• In the Apply Names dialog box, select the names you want to apply, and then click the OK button

Or• Edit the formula by selecting the cell reference and

typing the defined name (or clicking the appropriate cell)


XPXPAdding Defined Names to Existing Formulas


XPXPValidating Data Entry• To ensure that correct data is entered and stored

in a worksheet, you can use data validation to create a set of rules that determine what users can enter in a specific cell or range

• An input message appears when the cell becomes active and can be used to specify the type of data the user should enter in that cell

• An error alert message appears if a user tries to enter a value in the cell that does not meet the validation rule


XPXPValidating Data Entry• In the Data Tools group on the Data tab, click the Data Validation

button• Click the Settings tab• Click the Allow arrow, click the type of data allowed in the cell, and then

enter the validation criteria for that data• Click the Input Message tab, and then enter a title and text for the input

message• Click the Error Alert tab, and then, if necessary, click the Show error

alert after invalid data is entered check box to insert a check mark• Select an alert style, and then enter the title and text for the error alert

message• Click the OK button


XPXPValidating Data Entry


XPXPProtecting a Worksheet• Select the cell or range you want to unlock.• In the Font group on the Home tab, click the Dialog Box

Launcher• In the Format Cells dialog box, click the Protection tab, click the

Locked check box to remove the check mark, and then click the OK button

• In the Changes group on the Review tab, click the Protect Sheet button

• Enter a password (optional)• Select all of the actions you want to allow users to take when

the worksheet is protected• Click the OK button


XPXPProtecting a Workbook• In the Changes group on the Review tab, click the

Protect Workbook button• Click the check boxes to indicate whether you

want to protect the workbook’s structure, windows, or both

• Enter a password (optional)• Click the OK button


XPXPAdding Worksheet Comments• A comment is a text box that is attached to a

specific cell in a worksheet• Click the cell to which you want to attach a

comment• Right-click the cell, and then click Insert

Comment on the shortcut menu (or in the Comments group on the Review tab, click the New Comment button)

• Type the comment into the comment box


XPXPAdding Worksheet Comments


XPXPWorking with Macros• A macro is a series of stored commands that can

be run whenever you need to perform the task• The Developer tab will enable you to create and

use macros• If the Developer tab isn’t available, you will need

to enable it using the Excel Options


XPXPProtecting Against Macro Viruses• Macro viruses are a type of virus that uses a

program's own macro programming language to distribute the virus

• The macro security settings control what Excel will do about macros in a workbook when you open that workbook– Disable all macros without notification– Disable a macro with notification– Disable all macros except digitally signed macros– Enable all macros


XPXPSetting Macro Security in Excel• In the Code group on the Developer tab, click the Macro Security

button• Click the option button for the security setting you want• Click the OK buttonor• Click the Office Button, and then click the Excel Options button• Click the Trust Center category, and then click the Trust Center

Settings button• Click the Macro Settings category, and then select the option

button for the security setting you want• Click the OK button


XPXPRecording a Macro• In the Code group on the Developer tab, click the

Record Macro button• Enter a name for the macro, and specify the

location to store the macro• Specify a shortcut key (optional)• Enter a description of the macro (optional)• Click the OK button to start the macro recorder• Perform the tasks you want to automate• Click the Stop Recording buttonNew Perspectives on Microsoft Office Excel 2007 19

XPXPRunning a Macro• Press the shortcut key assigned to the macroor• In the Code group on the Developer tab, click the

Macros button• Select the macro from the list of macros, and

then click the Run button


XPXPEditing a Macro• In the Code group on the Developer tab, click the

Macros button, select the macro in the Macro name list, and then click the Edit button (or in the Code group on the Developer tab, click the Visual Basic button)

• Use the Visual Basic Editor to edit the macro code

• Click File on the menu bar, and then click Close and Return to Microsoft Excel


XPXPEditing a Macro


XPXPCreating a Macro Button• In the Controls group on the Developer tab, click

the Insert button• In the Form Controls section, click the Button

(Form Control) tool, click the worksheet where you want the macro button to be located, drag the pointer until the button is the size and shape you want, and then release the mouse button

• In the Assign Macro dialog box, select the macro you want to assign to the button, and then, with the button still selected, type a new label


XPXPCreating a Macro Button


XPXPSaving Workbooks with Macros• On the Quick Access Toolbar, click the Save

button• Click No in the dialog box• Save as an Excel Macro-Enabled Workbook


XPXPOpening a Workbook with Macros


Documents

COMPREHENSIVE Excel Tutorial 8 Developing an Excel Application